Organization’s Background:

A National Level NGO engaged in advocacy, campaigning, community mobilization, research, networking, challenging anti poor policies, plans and actions at local, national and international level with different coalitions. Since its inception, covered at least 22 districts of Balochistan and has worked to ensure a peaceful and secure environment within communities. The main Goal is to eliminate poverty and violence from society by means of encouraging human rights and civic education culture.

Job Overview/Summary:

The Senior Documentation Officer will be responsible for managing, maintaining, analyzing, and reporting project-related data and ensuring the systematic documentation of program activities, achievements, lessons learned, and evidence.

The position will support program and Management in maintaining high-quality, accurate, timely, and reliable data for project planning, monitoring, reporting, donor compliance, and organizational learning. The officer will also ensure proper filing and documentation of project records in accordance with organizational policies, donor requirements, and data protection standards.

Major Responsibilities:

Data Management

• Develop and maintain project data management systems, databases, trackers, and reporting tools.

• Ensure timely collection, entry, cleaning, validation, and updating of project data.

• Review data received from field teams for completeness, consistency, accuracy, and reliability.

• Conduct regular data quality checks and identify discrepancies or gaps.

• Coordinate with field teams to resolve data inconsistencies and missing information.

• Maintain electronic and physical databases in an organized and secure manner.

• Develop data collection formats, templates, registers, trackers, and reporting mechanisms as required.

• Ensure proper coding, categorization, and classification of project data.

• Maintain beneficiary databases and ensure regular updating of records.

• Ensure data is backed up regularly and protected against unauthorized access or loss.

Data Analysis & Reporting

• Compile and analyze quantitative and qualitative project data.

• Prepare periodic data summaries, dashboards, tables, charts, and analytical reports.

• Provide accurate data for monthly, quarterly, annual, and donor reports.

• Track project indicators against targets and highlight variances.

• Identify trends, gaps, challenges, and areas requiring management attention.

• Provide data-based information to support program decision-making and planning.

Documentation Management

• Establish and maintain an effective project documentation and filing system.

• Maintain proper records of project activities, meetings, trainings, workshops, field visits, distributions, assessments, surveys, and other interventions.

• Ensure timely collection and filing of attendance sheets, photographs, reports, success stories, case studies, beneficiary records, and other supporting documents.

• Maintain both soft and hard copies of project documentation where required.

• Ensure documents are properly named, categorized, indexed, and easily retrievable.

• Maintain a document tracking system to monitor submission, review, approval, and archiving of key documents.

• Support preparation and compilation of project files for audits, donor reviews, assessments, and organizational requirements.

• Ensure that all documentation is complete and available for verification.

Digital Data & Information System

• Manage project databases and digital information management systems.

• Support the use of tools such as Excel, Google Sheets, Kobo Toolbox, , or other relevant data management platforms, as applicable.

• Develop automated Excel trackers and reporting templates where feasible.

• Assist in digitizing manual records and improving organizational data management systems.

• Maintain appropriate access controls for confidential and sensitive project information.

Field Data Collection & Verification

• Support the development and implementation of surveys, assessments, questionnaires, and data collection tools.

• Coordinate with field teams and enumerators for timely data collection.

• Provide technical guidance to field staff on data collection and documentation procedures.

• Conduct spot checks and verification of field data.

• Participate in field monitoring visits when required.

• Verify beneficiary information and supporting documentation in accordance with project procedures.

• Identify and report potential data manipulation, duplication, or inconsistencies to the supervisor.

Project Reporting & Data Compliance

• Provide verified data and supporting documentation for donor reports.

• Ensure that reported figures are properly supported by source documents.

• Maintain evidence required for donor and project indicator reporting.

• Assist in preparing donor reporting annexes, indicator tables, beneficiary breakdowns, and supporting evidence.

• Ensure documentation complies with donor requirements and organizational SOPs.

• Support management during donor visits, external evaluations, audits, and monitoring missions.

Job Specification:

Education & Experience

• Bachelor’s Degree in social sciences, economics, statistics or in any other related subject

• At least 1 years of work experience preferably in NGO setup.

Demonstrated Skills and Competencies:

• Knowledge & understanding of participatory approaches (PRA, PRRA, Participatory monitoring) & result based management.

• Understanding of local community and related cultural sensitivities

• Ability to influence and engage with a wide range of stakeholder group

• Knowledge & understanding of social sector approaches, interventions & community-based practices. 

• Knowledge and understanding of Emergency related intervention, practices, policies, laws, approaches.

• Knowledge & understanding of Project execution at field level

Language Skills:  

• Fluent, professional level speaking, reading, and writing in English and Urdu. At this level, applicant should have:

• The ability to speak using sufficient, structured and accurate vocabulary in formal conversation;

• The ability to use the language to satisfy professional needs;

• The ability to read and write at a normal speed and with almost complete comprehension of a variety of materials, unfamiliar subjects, styles and forms pertinent to the job needs.